Staffing

Staffing means putting people to jobs. It can be explained as the managerial function of filling and keeping filled the positions in the organisation structure.

There are two sources of recruitment:-

• Internal- It proceeds through transfer and promotion

• External- It proceeds through direct recruitment, campus recruitment, advertisement etc.

Proper training is to be given to the works to get acquainted with the new machinery.

The works must be trained first and then they should focus on real projects, proper training should be given regarding the job.

The workers should be given vestibule training (Near the job training) as they are learning something new. Once proper training is given, they will easily perform their required duties.

Recruitment is defined as the process of searching for prospective employees and stimulating them to apply for jobs in an organisation.

Recruitment caters to find skilled employees who are suitable to apply in an organisation whereas selection is the process of selecting the most suitable candidates who deserve to be in the organisation.

Reference Check or History Check should be incorporated in the selection process. The previous employer should be contacted to know about the moral details of the person and if any such thing happened or not. However they must be warned of stern actions if they are proved guilty.

To adopt the circumstances two type of things can be done-

• The existing employees should be asked to work overtime.

• Recruit some skilled people on contract basis.

There are two types of internal recruitment – 1) Transfer 2) Promotion. This process is fully economical as it saves time and money. Whereas in the external process, they have to visit the campus or display advertisement and selecting some candidates, thereby spending a lot of effort, time and money. Moreover the new employees need to be trained according to the system so this process is a bit expensive and time consuming. Hence internal sources of recruitment are considered to be economical.

For an organisation to run successfully it needs to have all type of skilled persons assigned to that portion of the job. Different people have different type of skills. If the type of job and their skills doesn’t match then the work can’t be done successfully. So the organisation should assign those jobs to the persons who have that particular skill. In this way the productivity will be good and the organisation will run smoothly and efficiently.

Human resource is the foundation of any business. The right people can take the business to a greater height whereas the wrong people can break the business. Staffing is the most fundamental part of the organisation. The ability of an organisation to achieve its goals depends upon the quality of Human resources. It helps immensely in the following ways:-

• Helping in designing various policies and goals for the organisation.

• Makes higher performance by recruiting skilled people and assigning them in their skilled areas.

• Ensures continuous growth of the organisation through the succession planning of the managers.

• Helps in optimum usage of human resources by utilisation of skilled personnel and low labour cost.

• It improves the job satisfaction of the employees by planning various initiatives after some work.

• It maintains a good working environment in the whole organisation.

The process of selecting a candidate in an organisation is as follows:-

• Preliminary Screening- In this round, the recruiter eliminates or disqualifies the candidate based on certain grounds who doesn’t qualify the eligibility to proceed further rounds.

• Selection Test- After the preliminary round, the candidates are required to sit for a test. It can be of various types- Intelligence test that judges the intelligent quotient of an individual, Aptitude test which tests the problem solving ability, personality test that tests on the emotions and reaction of an individual, Trade test that tests the skills of the candidate and interest test which checks the depth of interest of a candidate in a particular field.

• Employment interview- The passed candidates of the test are made to sit in the interview. There are two types of interview 1) Technical Interview that test for practical knowledge of the matter 2) HR interview that tests the general intelligence of the candidate.

• Reference and Background Check- Here the recruiter checks for the history records of the candidate. They normally ask the previous employer or university professor etc.

• Selection Decision- The final selection among the students is made on the basis of the interview and the tests. The views of the concerned manager will be generally considered in the final selection because he/she is responsible for the performance of the new employee.

• Medical Examinations- The selected candidate is required to pass a medical test which test if there is any chronic ailment in the patient. The job is given when the patient is declared fit for the job.

• Job Offer- This job offer is given to all the candidates who have successfully passed the test, interview and medical round. This job offer contains the approval of the job, date and time of reporting at the particular organisation.

• Contract of Employment- After the candidate accepts the job offer, certain verification of certificates need to be done and the contract containing the terms and conditions of the job is mutually signed by the manager and the new employee.

The advantages of training to the individual are as follows:-

• It enhances the skills of an individual and improves his knowledge thereby leading to better career of the individual.

• As the performances of the individual grow more, it will boost his/her self confidence and enable him/her to learn more.

• Training makes the employees more efficient to handle new machinery and acquaint with the new feature thereby making less accident prone.

• It increases the satisfaction and morale of the employees and increases their productivity.

The advantage of training to an organisation is as follows:-

• Training is a way of systematic learning which is better than hit and trial methods thereby saving time and money.

• It enhances the employee productivity both in quality as well as quantity thereby leading to higher profits.

• It increases employee morale and reduces absenteeism and employee turnover.

• It helps in getting fast response to fast changing environment- economic and technological.

a) The source of recruitment highlighted in the case above is external source of recruitment. The consultants have launched a website and advertised for their posts.

b) The benefits of the external source of recruitment are as follows:-

• Quality talent- By advertising for such senior level jobs, the company will be able to attract the skilful people who have experiences in this field.

• Wider Choice- When vacancies are advertised widely, it attracts a large number of applicants all over the place. So they can get the best skilful people from a wide area.

• Fresh Talent- This will enable the organisation to select best talented staffs for their jobs not merely depending on the existing staffs.

• Competitive Spirit- When fresh talents are being selected as new employees, the existing staff will compete even harder with the new talents to prove their worth. It will increase the productivity of the organisation.

a) Xylo is planning to capture 40% of the market share in India and also export to the tune of atleast Rs 50 crores in about 2 years of its planned operations. In order to achieve these targets it requires a highly trained and motivated work force. The process of staffing the company should follow like this:-

b) Since Xylo is setting up a new plant in India, it must focus on the external sources of recruitment. This includes Campus recruitments, advertisement, direct recruitment, labour contractor etc. Since the target is big they must hire skilled persons who have the ability to express themselves fully and competitive and will work harder in order to achieve the set target.

c) Since a large number of applications will be received, the company must select only those candidates who are really skilled and fit to join the organisation. The company must go through the selection process:-

• Preliminary Screening- In this round, the recruiter eliminates or disqualifies the candidate based on certain grounds who doesn’t qualify the eligibility to proceed further rounds.

• Selection Test- After the preliminary round, the candidates are required to sit for a test. It can be of various types- Intelligence test that judges the intelligent quotient of an individual, Aptitude test which tests the problem solving ability, personality test that tests on the emotions and reaction of an individual, Trade test that tests the skills of the candidate and interest test which checks the depth of interest of a candidate in a particular field.

• Employment interview- The passed candidates of the test are made to sit in the interview. There are two types of interview 1) Technical Interview that test for practical knowledge of the matter 2) HR interview that tests the general intelligence of the candidate.

• Reference and Background Check- Here the recruiter checks for the history records of the candidate. They normally ask the previous employer or university professor etc.

• Selection Decision- The final selection among the students is made on the basis of the interview and the tests. The views of the concerned manager will be generally considered in the final selection because he/she is responsible for the performance of the new employee.

• Medical Examinations- The selected candidate is required to pass a medical test which test if there is any chronic ailment in the patient. The job is given when the patient is declared fit for the job.

• Job Offer- This job offer is given to all the candidates who have successfully passed the test, interview and medical round. This job offer contains the approval of the job, date and time of reporting at the particular organisation.

• Contract of Employment- After the candidate accepts the job offer, certain verification of certificates need to be done and the contract containing the terms and conditions of the job is mutually signed by the manager and the new employee.

a) The problems that will show up in the company are as follows:-

• Lack of skilled employee

• Unable to provide best solutions to the clients.

• Unsatisfactory maintenance of data

b) The ways in which the problems can be solved are as follows:-

• Proper hard skills training will be implemented.

• Proper database will be maintained by the company to improve the maintenance of data.

• A close interaction between the superior and the new employees.

If the proper training is given to the employees then they will perform according to the expectations of the company and the clients will get timely solutions. The efficiency and productivity of the company will be increased thereby increasing the profit of the organisation.

a) Ms. Jayshree has to perform the following actions-

• Prepare Job description

• Recruitment

• Arranging training programmes

• Providing good initiatives

• Managing the whole work of the organisation.

b) The problems that may occur are as follows:-

• Unavailability of good skilled workers

• Demand of the workers may rise up.

• Salary demand may increase

• Some workers may leave the organisation after some time.

c) Steps that she should take to perform the job effectively:-

• She should look for all possible sources of recruitment

• She should make attractive salary, policies and initiatives.

• She should consult the experts and look towards the policies of her rival organisation.

• She should instruct her subordinates to interact and help the new employee.

d) Ms. Jayshree is the Human Resource Manager of her company. It is her responsibility to see that the business expands and profit increase. She should also look forward to achieve all the goals and set new policies and targets. It is also her responsibility to maintain a healthy working environment in her organisation.